Exhibit Control Stamps for Legal Evidence Versions

An exhibit can exist as a source file, working copy, redacted copy, production version, deposition exhibit, hearing copy, demonstrative, and court-filed document. If each copy carries only “EXHIBIT 12,” teams can confuse items that have different content and legal status.

A stamp system can support version control and custody, but it does not authenticate evidence, establish admissibility, replace discovery obligations, or override a court order. Those decisions and requirements remain with counsel and the relevant authority.

Give the source record a stable evidence or document ID. Each derived copy should identify:

• source ID;
• version or derivative type;
• creation date;
• custodian or repository;
• hash or controlled file reference when used;
• purpose;
• confidentiality or access class;
• superseded version.

Do not stamp directly on an original when the mark could alter or obscure it. Use an evidence sleeve, routing sheet, or controlled copy according to procedure.

The provides a companion model for productions and review sets.

“COPY” is too broad. Useful states include:

• SOURCE-PRESERVATION COPY;
• ATTORNEY WORKING COPY;
• REVIEW PLATFORM EXPORT;
• PROPOSED REDACTED VERSION;
• PRODUCED VERSION — production reference;
• DEPOSITION EXHIBIT;
• HEARING / TRIAL WORKING SET;
• COURT-FILED VERSION — docket reference;
• DEMONSTRATIVE — NOT SOURCE EVIDENCE.

The label should never make a draft look filed or a demonstrative look like the underlying record.

A redacted document should point to its unredacted source, redaction authority, review record, version, and release scope. “REDACTED” alone does not show who reviewed it or whether it is approved for production.

Never cover the underlying content with a rubber stamp in a way that could be confused with an actual redaction.

An exhibit list identifies EX-24 v1. Counsel later discovers that page 6 came from the wrong monthly report. Silently replacing the page would destroy the version history.

Create EX-24 v2 and record:

v2 CREATED · PAGE 6 REPLACED · SOURCE ID SRC-991 · v1 RETAINED / SUPERSEDED · EXHIBIT LIST UPDATE REQUIRED

Any production, witness set, or court submission using v1 must remain identifiable. The correction record should show where v2 was distributed.

For produced material, connect the exhibit or document ID to the production set, date, recipient, transfer method, and acknowledgment or delivery record. “SENT” is not the same as “received.”

Possible states include:

1. APPROVED FOR PRODUCTION.
2. PRODUCTION SET GENERATED.
3. QUALITY CHECK COMPLETE.
4. TRANSFER RELEASED.
5. DELIVERY EVIDENCE RECORDED.
6. RECEIPT VARIANCE / REPLACEMENT.
7. PRODUCTION CLOSED.

The stamp points to the detailed production log and does not replace it.

A document marked for identification, used in a deposition, admitted, not admitted, withdrawn, or replaced can have different status depending on jurisdiction and proceeding. Record only the official or authorized source of that status.

For U.S. federal evidence, describes the general authentication requirement. Procedures and evidentiary rulings vary, so an office stamp cannot establish the result.

Use precise phrases such as DEPOSITION EXHIBIT — TRANSCRIPT REF, COURT-FILED COPY — DOCKET REF, or STATUS PER OFFICIAL RECORD. Avoid ADMITTED unless the record actually supports it.

A transfer block can record sender, receiver, date, time, location, container or media, seal state when used, and exception. “Chain of custody” is not created by the words alone; it comes from consistent evidence at every transfer.

If a seal, page count, or file hash differs, record the variance and pause according to procedure. Do not overwrite the prior entry.

Build labels through the . Use a for copy purpose and a different, tightly controlled mark for custody events.

Place state, source ID, version, date, owner, and evidence reference in fixed positions. The is the appropriate companion once a controlled version moves toward docket submission. Test on scanned grayscale copies and keep marks away from page numbers, signatures, Bates numbers, exhibit stickers, and substantive text.

Trace a source item through working copy, redaction, production, witness use, filing, correction, and archive. Confirm that each copy resolves to its source and that no internal mark claims an official status without a supporting record.

The control is successful when two visually similar exhibits can never be mistaken for the same version.